COMMBUYS Vendor Registration.doc

Job Aid:

COMMBUYS Vendor Registration

This Job Aid shows how to:

· Complete the Vendor Registration Process Of Special Note:

Any vendor may become a registered COMMBUYS user by completing the Vendor Registration Process. In order to receive notifications about bid opportunities, receive bid awards or issued purchase orders through COMMBUYS, vendors must register in the system, even if they have previously done business with the Commonwealth of Massachusetts. Become a registered COMMBUYS vendor to specify company information that helps drive search results and assist in other aspects of the purchasing and bidding processes. Vendors will be required to specify a Seller Administrator as part of the Vendor Registration process. The Seller Administrator will maintain vendor business and catalog information. Note: Sellers is another COMMBUYS term for vendors.

1. Launch the COMMBUYS website by entering the URL (insert it here) into the Browser.

Click the Register link on the COMMBUYS home page.

2. Upon selecting Register, a pop-up window will appear requiring that the following fields be completed:

· Tax ID (of the entity transacting business with / receiving payments from the Commonwealth)

· Company Name

· Country

· Email Address

· Indicate type of Tax ID

· Enter and confirm your new password.

Click the Submit button.

COMMBUYS will confirm the Tax ID entered does not already exist in the system. If a Tax ID is already registered, an email notification is sent to the email address supplied to inform the individual that they may not continue registration.

If COMMBUYS indicates that a tax ID is already in use, the entity may already be registered and the individual should follow-up internally to ensure that another company user has not already completed the COMMBUYS registration process.

If a user is registering on behalf of an organization that is affiliated with an entity already registered sharing the same Tax ID (for example, a DBA or Affiliate), and would like to maintain separate profiles in COMMBUYS, the affiliate must contact that registered entity and request to be added as an Associated Organization on the Vendor’s profile.

3. Upon clicking the Submit button, two things will happen: a redirection to the Company Information tab on the Vendor Registration page, and you will receive an email message from the COMMBUYS system administrator.

The email message will contain:

· Vendor ID

· Information supplied in pre-registration

· Link to continue vendor registration at a later time (if desired)

Note: Vendors must complete entire registration process in order to be awarded a Purchase Order.

The registration process continues on the Company Information tab of the Vendor Registration page.

4. Company Information required fields are marked by an asterisk (*).

When you have entered all required information on the Company Information tab, click the Save & Continue Registration button at the bottom of the screen.

Next, select the Administrator tab at the top of the page.

5. This step establishes a Seller Administrator account, which enables the vendor to maintain organization information as well as add / maintain other Seller user accounts associated with the Vendor Profile.

Required fields are marked by an asterisk (*).

It is important to make note of the Login ID and Password used to create the account, as this information is required to gain access the system going forward.

Once this information has been completed, click the Save & Continue Registration button at the bottom of the screen.

Next, select the Address tab at the top of the page.

6. At least one address is required and is the vendor’s General Mailing Address in COMMBUYS. Any address information entered on the Company Information tab will auto-populate as the General Mailing Address.

If using only the pre-populated General Mailing Address, click the Continue Registration button at the bottom of the page.

To add further addresses, click the Add Another Address button at the bottom of the page and fill in the required information. Click Save & Exit. Upon creating each address, select the address to use as the default for each address type.

Once complete, select the Save & Continue Registration button at the bottom of the screen.

7. To continue with registration, review the Terms tab.

The Terms tab is an optional part of vendor registration.

Vendor terms will be negotiated on a contract-by-contract basis and therefore do not need to be entered during registration.

Click the Save & Continue Registration button at the bottom of screen.

8. Complete the Categories / Certifications tab to designate status for various categories and certifications.

Vendor is responsible for ensuring that all selections are accurate. Required fields are marked with an asterisk (*).

Click the Save & Continue Registration button.

Next, select the Commodity/Service Codes tab at the top of the page.

9. To continue with registration, complete the Commodity/Service Codes tab. Required fields are marked with an asterisk (*).

COMMBUYS uses the United Nations Standard Product and Service Codes (UNSPSC) to identify goods and services. These codes help support searching and categorization of goods and services in COMMBUYS.

10. Once you have completed specifying Commodity and Service Code information, click the Save & Continue Registration button.

Next, select the Summary tab at the top of the page.

11. The Summary tab displays information supplied during registration. Review all information on the Summary tab.

To correct any information, return to the appropriate tab, correct and save information updates.

Click the Complete Registration button to finish registration.

12. A Thank You page will appear

Click OK. You are redirected to the Login page.

13. To complete vendor registration, enter the Login ID and Password created during registration.

Click the Login button.

14. To complete vendor registration, enter the

Login ID and Password created during registration.

Click the Login button. You will be required to change your password when logging in initially.

Enter the following fields:

· Password created during registration

· New Password

· Confirm New Password

Click the Submit button.

15. You will open to your COMMBUYS Home Page.

Last Revised: 2014-10-20